Electronic Medical Records: Necessity and Opportunity

Computers were supposed to make our lives easier, and yet the proliferation of technology has become a double-edged sword. Computers allow us to perform many tasks easier – but require a significant investment...

•in time, such as to learn how to use it
•planning, for transitioning to using technology effectively
•in money, to equip ourselves with (and upgrade...) the devices
•in patience, as the technology improves, and as we get accustomed to using it.

The past few years have seen a shift in technology toward a more organic and beneficial presence in our lives. Case in point: by adapting technology for use in the health industry, Electronic Medical Records (EMR) have improved the lives of both patients and healthcare practitioners.

However, understanding time, planning, money, and (especially) patience remain critical factors in the decision to pursue an EMR system in order to realize its benefits.

TIME

For a metaphysical concept, it is remarkable how we never seem to have enough time. The complexity and pace of modern living is one of the most compelling reasons to consider implementing an EMR system.

The early stages of EMR implementation involve much time: time for research, time for strategy, time for setup, time for training, and time for evaluation. Purchasing an EMR system is far more complex a process than simply buying a personal computer, since there are more parties involved.

•You, as practitioner, want a solution that works and promotes the success of your practice.
• Your patients expect reliable, thorough service, and the security of their health information.
• Software developers strive to establish a good track record with a viable, competitive product.
• The Government imposes controls to maximize the legality, safety, and effectiveness of such technology within the structure of the health system it also seeks to improve.

Being a part of this can be daunting.

EMR time management helps control or reduce many costs. As a productivity tool, an EMR allows you and your staff to perform many tasks faster, particularly when working with patient records. Advanced data storage and backup systems essentially provide you with more than one copy of each piece of data, circumventing the "paper chase" and decreasing the liability of loss of information. Data is available faster and simultaneously in more locations.

As you learn about your options, consider how the time you spend now will be returned later on. Making informed decisions now ensures you know how your EMR system will optimize that quintessential concept of time.

PLANNING

Ideally, a physician would simply be able to say, "Alright, make my practice paperless."

This may even seem a reasonable demand, given how readily available such tools as the Internet and e-mail have become. However, even though clinics and hospitals have made use of computers for well over a decade, implementing an EMR requires careful planning. There are greater implications in using computer technology in health care than, say, accounting. After all, people's lives are at stake!

Choosing which EMR to buy is an important step, very soon after the actual decision to go electronic. Consideration must be given to many factors:

• Is the EMR system easy to use and yet powerful enough to meet your needs?
• Does the EMR system adhere to standards?
• Will the EMR system be reliable?
• How easy will the EMR system be to implement?
• Does the EMR system effectively address legal and privacy concerns?
• What support and/or upgrading is available after purchase?

Software developers can provide you with plenty of information about what they have to offer, how their product will help you realize a more profitable practice, and ways to move to such a system. Government initiatives typically include a recommendation system to identify software that continues to meet standards.

As a member of the medical community, you have your peers for end-user reviews of what to do and what to avoid. Many clinics have invested in a modern EMR system. The strengths and weaknesses of both a given system - and how a specific practice implemented that system - become evident as these clinics make that move. By examining the successes and failures of others, technology and implementation strategies can be improved.

Computerization is becoming a necessity to run a viable practice. Ask questions; get clarification. It is possible to implement computerization without uncertainty.

MONEY

As with the time and planning involved, compare the monetary investment required for an EMR system investment with the rewards.
Implicit to using an EMR is a variety of cumulative money-saving advantages:

• Running a paperless office, while technically trading "a pen for a mouse," can minimize or even eliminate the need for most traditional office supplies.
• Better use of time equates to greater productivity, which optimizes if not reduces labour costs.
• With more tailored scheduling and productive encounters, you are able to handle a larger number of patients each day and on an ongoing basis.

Every business seeks to manage a steady, smart budget. The demands unique to operating a health care practice, so closely tied to law and now technology, create a more complex web of variables. A complete EMR system provides many short- and long-term cost savings, and is a tool for better management and adjustment of these many variables.

PATIENCE

You will not see the benefits of your EMR system immediately after signing the cheque for it. Realizing the full benefits of your investment will take time. There will be challenges for you and your staff as you overhaul the way your clinic runs. Whether you are starting fresh with your first clinical software or changing from one to another, there is a definite learning curve required before you become comfortable using the system and establishing a routine. Deciding at the outset that it will benefit your practice to use EMR will give you the strength and commitment to take the necessary changes in stride.

The EMR solutions on the market now are far improved from their predecessors, and will continue to advance. This is akin to – and in fact affected by – the dynamics of government standards, not to mention progress in health sciences.

The 'unknowns' can also be vexing. However, thorough planning will allow you to anticipate many hurdles that might have otherwise surprised you. Knowing in advance what is involved in the purchase process, hardware installation, training, and support, will help you choose the best solution for your clinic. Setting aside the necessary time, planning, money, and patience will reduce the stressors involved in this important stage of your business development.

Widespread, computerized record systems are an inevitability. The steady increase in population, advances in medicine, the complexity of modern record-keeping, time demands, financial demands, enhancements in technology and the ability to embrace that technology - practice management is at the focal point of all these factors. The move to Electronic Medical Records equips your practice for a new era.

Greg deJong
Glen Baxter